Man with van - Removals Privacy Policy
This Privacy Policy explains how Man with van - Removals collects, uses, stores and protects personal data when providing removal and related services. It applies to all Man with van - Removals customers in our service area, including individuals and business clients, and to anyone who makes an enquiry or otherwise interacts with us in relation to our services.
We are committed to handling your personal data in a lawful, fair and transparent manner, in compliance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018, together referred to as GDPR for the purposes of this policy.
Data Controller
For the purposes of data protection law, Man with van - Removals acts as the data controller in relation to the personal data we collect and use about our customers and prospective customers. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with GDPR.
Personal Data We Collect
We collect only the personal data that is necessary to provide and manage our removal and related services. The categories of data we may collect include:
Identification and contact details, such as name, postal address, collection and delivery addresses, billing address, and any alternative contact details provided.
Communication details, such as email correspondence, messages sent via online enquiry forms, and notes of telephone conversations or quotes given.
Service details, such as information about the property type, access details, parking information, inventory of items to be moved, photographs you choose to share to assist with quotations, and any special handling instructions.
Contract and transaction information, such as quotes requested, services booked, service dates, payment status, and invoices or receipts.
Payment-related information, such as payment confirmations and methods used. Card details are processed by secure payment processors and are not stored by us, except to the limited extent required for accounting and legal purposes, such as part of a transaction reference.
Website and usage information, where applicable, such as basic technical data about your visit to our website, including IP address, device information, and pages visited, collected via essential cookies or server logs necessary for the secure and effective operation of our website.
How We Collect Personal Data
We mainly collect data directly from you when you contact us, request a quote, book a service, or communicate with us by phone, online form, or other channels. We may also receive information from third parties where this is necessary to provide a service to you, for example where a letting agent, estate agent, office manager or another person arranges a removal on your behalf and shares your contact or property details with us.
Purposes and Lawful Basis for Processing
We only process your personal data where we have a lawful basis under GDPR. The purposes for which we process data and the corresponding lawful bases include:
To provide quotes, respond to enquiries, and perform removal and related services you request. We process your contact and service details as this is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
To manage our relationship with you as a customer, including scheduling, confirming and updating bookings, handling queries or complaints, and issuing invoices and receipts. This processing is necessary for the performance of a contract and for our legitimate interests in delivering efficient customer service and record keeping.
To comply with legal and regulatory obligations, such as tax and accounting requirements, record retention, responding to lawful requests from public authorities, and ensuring health and safety. The lawful basis for this processing is compliance with legal obligations.
To protect and defend our rights, property and interests, for example in connection with disputes, debt recovery, fraud prevention, or insurance claims relating to damage or loss during a move. This processing is based on our legitimate interests in safeguarding our business and managing risks.
To improve our services and operations, for example by reviewing typical bookings, analysing service demand, or monitoring website usage in an aggregated or pseudonymised form. This is based on our legitimate interests in developing and improving our services and ensuring the security and usability of our website.
Where required, to send you service related updates or customer satisfaction requests. Where these are directly related to a service you have used, we rely on our legitimate interests in maintaining service quality and communication. Where consent is required, we will only process your data for that purpose if you have freely given and can withdraw that consent at any time.
Data Sharing and Processors
We do not sell or rent your personal data. We may share your personal data with third parties where this is necessary for the purposes described in this policy and where we have an appropriate lawful basis.
We may share your data with service providers acting as data processors on our behalf, such as IT hosting providers, email and communication platforms, secure payment processors, accounting or invoicing software providers, and providers of cloud storage or backup services. These processors are only permitted to process your data in accordance with our instructions and are required to protect your data with appropriate technical and organisational measures.
We may also share data with professional advisers such as accountants, legal advisers or insurance providers where required for legal, tax, compliance or claims purposes, and with public authorities or law enforcement agencies where we are legally required or permitted to do so.
If we engage subcontractors or partner carriers to assist with a removal, we may need to share limited contact and service details so they can perform the agreed services. In such cases, we ensure that only the minimum necessary data is shared and that there are appropriate arrangements in place to safeguard your data.
International Transfers
Our core operations are based in the United Kingdom. If any of our service providers transfer or store data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses approved by relevant authorities.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting or reporting requirements.
In general, we retain contract and invoice records for a period required by law for tax and accounting purposes. Enquiry and quote information that does not lead to a booking may be retained for a shorter period to help with follow up or repeat enquiries. Correspondence relating to complaints, incidents or claims may be kept for longer where necessary to protect our legal rights and manage potential disputes.
When data is no longer required, we will securely delete or anonymise it so that it no longer identifies you.
Your Data Protection Rights
Under GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions under the law. These include:
The right of access, which allows you to request confirmation of whether we process your personal data and to receive a copy of that data, along with information about how we use it.
The right to rectification, which allows you to request that inaccurate or incomplete personal data is corrected or updated.
The right to erasure, often known as the right to be forgotten, which allows you to request the deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, you withdraw consent where consent was the only lawful basis, or you successfully object to our processing. This right may be limited where we need to retain data to comply with legal obligations or to establish, exercise or defend legal claims.
The right to restrict processing, which allows you to request that we limit the processing of your data in certain circumstances, such as while we are verifying the accuracy of data or considering an objection you have raised.
The right to object to processing, which allows you to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims.
The right to data portability, which allows you, in certain circumstances, to receive personal data you have provided to us in a structured, commonly used and machine readable format and to transmit that data to another controller.
Where we rely on consent as a lawful basis, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure storage solutions, and limiting personal data access to staff and contractors who need it to perform their duties and who are subject to confidentiality obligations.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any significant changes will apply from the date the updated policy is made available. We encourage you to review this policy periodically so that you remain informed about how we handle your personal data.
